reports of the corporate governance committee meeting held ... · communications and marketing ....

Reports of the Corporate Governance Committee Meeting held at 5.30pm on Tuesday, 7 December 2010. APOLOGIES

ACKNOWLEDGEMENT OF LAND

DECLARATIONS OF INTEREST

Pecuniary Interests

Non Pecuniary – Significant Interests

Non Pecuniary – Less than Significant Interests

ITEM TITLE PAGE

1. COMMUNICATIONS AND MARKETING

1.1 2010 Festival of Fisher's Ghost Post Event Report

1.2 Macarthur Regional Tourism Strategy - Second Year Milestones

2. CORPORATE SUPPORT

2.1 Loan to Ingleburn RSL Club & Campbelltown Community Pipes and Drums

2.2 Rescind Policy - Provision of Public Telephones in Council Halls and Community Centres

3. PROPERTY SERVICES

3.1 Revised Policy - Closure and Sale of Walkways

4. FINANCIAL SERVICES

4.1 Investment Report - October 2010

4.2 Monthly Rates Summary - October 2010

4.3 Sundry Debtors Report - October 2010

4.4 Budget Review Financial Statement as at 30 September 2010

5. BUSINESS ASSURANCE

5.1 Quarterly Report Against the 2010/13 Management Plan - November 2010

6. HUMAN RESOURCES

No reports this round

7. INFORMATION MANAGEMENT AND TECHNOLOGY


8. CUSTOMER SERVICES


ITEM TITLE PAGE

9. GENERAL BUSINESS

21. CONFIDENTIAL ITEMS

21.1 Grant of Easement for RTA Noise Wall, Raby

21.2 Drainage Easement - Glenfield Road, Glenfield

Corporate Governance Committee Meeting 7 December 2010 1.1 2010 Festival Of Fisher's Ghost Post Event Report

Minutes of the Corporate Governance Committee held on 7 December 2010 Present His Worship the Mayor, Councillor P Lake (Chairperson)

Councillor F Borg Councillor G Greiss Councillor A Rule Director Business Services - Mr M Sewell Director City Works - Mr J Hely Manager Assets and Supply Services - Mr G Mitchell Manager Business Assurance – Ms M McIlvenny Acting Manager Communications and Marketing - Ms P Gismondo Manager Emergency Services - Mr J Dodd Manager Financial Services – Ms C Mears Acting Manager Human Resources - Mr B Clarence Manager Information Management and Technology - Mr S McIlhatton Acting Manager Operational Services - Mr A Davies Manager Property Services - Mr J Milicic Business Review and Improvement Officer - Mr C Taylor Executive Assistant - Mrs D Taylor

Apologies (Borg/Greiss)

That the apologies from Councillors Dobson, Chanthivong, Hawker and Matheson and be received and accepted. CARRIED

In the absence of the Chairperson Councillor Dobson, His Worship the Mayor, Councillor Lake assumed the Chair. Acknowledgement of Land An Acknowledgement of Land was presented by the Chairperson Councillor Lake. DECLARATIONS OF INTEREST

Declarations of Interest were made in respect of the following items: Non Pecuniary – Less than Significant Interests Councillor Rule - Item 4.3 - Sundry Debtors Report 2010 - October 2010 - Councillor Rule advised that he is a member of Campbelltown Golf Club.


1. COMMUNICATIONS AND MARKETING

1.1 2010 Festival of Fisher's Ghost Post Event Report

Reporting Officer

Manager Communications and Marketing

Attachments

2010 Festival of Fisher's Ghost program

Purpose

To provide Council with a summary of events and activities held as part of the 2010 Festival of Fisher’s Ghost.

Report

The 2010 Festival of Fisher’s Ghost was held from Thursday 4 November to Sunday 14 November. This year’s festival program featured 18 Council and community events, with 12 of these being organised by Council. Event summary The street parade, held Saturday 6 November, included 78 entries and more than 1000 participants incorporating the themes, Women in Local Government, the History of Campbelltown or the colour purple. The parade was officially opened by the Mayor of Campbelltown, Cr Paul Lake and local Olympian, Cheltzie Lee. The street fair was held on Saturday 13 November, incorporating Mawson Park and Queen Street, beginning in front of the courthouse and concluding at Dumaresq Street. The main stage entertainment was located in Mawson Park along with stall holders and family interactive activities including carnival rides, a circus workshop and an animal farm. The second stage located at Lithgow Street hosted local entertainment which continued for the duration of the event. This year’s street fair saw more than 150 stalls on offer, including craft, gifts, show bags food and a host of comprehensive information stands. This year, OCS Amusements were contracted to operate the Fisher’s Ghost carnival. The carnival was held at Bradbury Park for a total of six days throughout the festival, Friday 5 November to Sunday 7 November and Friday 12 to Sunday 14 November. There were more than 20 rides, a sideshow alley, children’s entertainment and carnival food available. The festival was well supported by the local police, St John Ambulance and SES, and involved the cooperation of many sections within Council.


Other events and activities coordinated by Council as part of this year’s festival included:

Festival of Fisher’s Ghost Art Award Fisher’s Ghost Extreme Skate Comp Fisher’s Gig Fisher’s Kids Fisher’s Ghost Craft Exhibition Fisher’s Ghost Fun Run Party in The Park Two fireworks spectaculars Miss Princess Quest

Sponsorship and income The festival attracted $12,800 (inc GST) in sponsorship with three major sponsors: Channel Nine, Cabra-Vale Diggers at Campbelltown RSL and C91.3 FM.

Silver sponsor: Cabra-Vale Diggers to the value of $4 400 (inc GST) Parade Support sponsor: C91.3FM to the value of $2,000 (inc GST) Television partner: Nine Network to the value of $6,400 (inc GST)

A number of sponsors also supported the Craft Exhibition, the Fisher’s Ghost Art Award, the Fun Run and the Miss Princess Quest. The carnival generated an income of $107,801.86 compared to $81,593 last year. Final costs from the event are still being finalised with some suppliers. The festival in 2010 was considered to be a very successful community event, which was well received by participants and the wider general community. Media coverage Extensive in-kind support was received from local media supporters - C91.3, the Campbelltown-Macarthur Advertiser and the Macarthur Chronicle. Macarthur Community Radio (2MCR) also supported the festival with pre-event promotion and parade day broadcasting, and the Daily Telegraph also featured the festival in its Best Weekend lift out. Both local newspapers also featured an eight-page wrap promoting the festival, through advertisements, event images and editorial. This year, the festival was also promoted through advertisements in the two Liverpool community papers (Leader and Champion), as well as the South West Rural Advertiser. A radio campaign was run on C91.3, in addition to the weekly Mayor's Messages on the station in the lead up to the event. A promotional flyer was also distributed with Council's rates notices in the lead up to the event.


Summary The Festival of Fisher's Ghost remains a major event for Council and the local community. The Fisher's Ghost Sub Committee continues to closely monitor all the Fisher's Ghost events to ensure they remain relevant to the community.

Officer's Recommendation

That the information be noted. Committee’s Recommendation: (Borg/Rule) That the Officer's Recommendation be adopted. CARRIED Council Meeting 14 December 2010 (Lake/Rowell) That the Officer's Recommendation be adopted. Council Resolution Minute Number 246 That the Officer's Recommendation be adopted.


ATTACHMENT 1

Corporate Governance Committee Meeting 7 December 2010 1.2 Macarthur Regional Tourism Strategy - Second Year Milestones

1.2 Macarthur Regional Tourism Strategy - Second Year Milestones

Reporting Officer

Manager Communications and Marketing

Attachments

Nil

Purpose

To update Council on the Macarthur Regional Tourism Strategy, including the second year milestones achieved.

History

Council adopted the Macarthur Regional Tourism Strategy 2008 – 2011 in October 2008. The first year milestones were reported to Council on 25 August 2009. This report will expand on some of the key second year milestones achieved to date.

Report

The Macarthur Regional Tourism Strategy, a collaboration between Campbelltown City Council and Camden Council, provides a number of key objectives and actions to implement by the conclusion of the strategy period including: To establish the Macarthur region as a well recognised, we respected and desirable place

to visit, stay and explore To enhance the image of the Macarthur region, and the experiences available within the

region, in order to appeal to a broader market Develop collaboration between all businesses directly and indirectly involved in tourism

within Macarthur to encourage: o Working together to promote the region o Sharing knowledge and experiences o Development of new and existing products o Development of product bundles and packaging themes o Joint funding of marketing initiatives

To increase visitation to and length of stay within the region To provide visitors with quality tourism experiences.


Key second year milestones achieved since October 2009 include: Strategy 1.2 Develop Brand Macarthur Actions: A minimum of one media release per month distributed to mainstream media travel editors.

Media releases cover a broad spectrum of topics including the Macarthur region, attractions, events and tours. Articles on the region have appeared in various newspapers and publications including Canberra Times, Daily Telegraph, Sunday Telegraph, Sydney Morning Herald, North Shore Times, Manly Daily, Australian Associated Press and SPICE News. Additionally, Mike Smith, travel writer – The Daily Telegraph, presented a segment on the Macarthur region on 2UE in August 2010.

Travel journalists from various newspapers and publications have been encouraged to visit the Macarthur region on familiarisation weekends. Twelve journalists since January 2010 have toured the region including journalists from the Daily Telegraph, NRMA Open Road Magazine, Sunday Telegraph, 2UE, Sydney Morning Herald, Canberra Times and Australian Associated Press. This has resulted in media coverage in the above publications.

Lifestyle and travel shows have been encouraged to film various attractions and experiences within the region. Sydney Weekender filmed a segment at two of the region’s restaurants on Saturday 25 September and Today Tonight filmed a ghost tour segment on Wednesday 20 October.

Strategy 2.1 Attend relevant travel and trade shows to promote the Macarthur region and its vast array of experiences Actions: A Macarthur stand at the Canberra Spring Home and Leisure Expo – targeting the day trip

and short break market from Canberra. A Macarthur stand at the Sydney Adventure and Backpacker Expo – promoting the soft

adventure experiences in the Macarthur region including horse riding, sky diving, joy flights, go-karting, mountain biking and paintball.

A Macarthur stand at the Trade Travel Expos in Sydney, Brisbane/Gold Coast and Melbourne. Trade Travel is an organisation which coordinates and markets tours to seniors and Probus Clubs across Australia. Small group presentations on the Macarthur region, including a viewing of the Macarthur DVD, were conducted at each of these trade shows encouraging attendees to consider travel to the region.

A ‘Greater Sydney Tourism’ stand at RSVP Expo – promoting the Macarthur region to the conference and incentive market.

A Macarthur stand at the Sydney and Canberra Retirement and Lifestyle Expos – promoting group tours and day trips / short breaks to the seniors market.

A Macarthur stand at the NSW Education Expo – promoting the school camp and excursion venues within the Macarthur region to teachers and schools.


Strategy 2.2 Develop the Macarthur Tourism Brand around positive and appealing attributes Actions: Coordination of advertising and editorial features in key markets utilising a variety of media

including WIN TV advertising; editorial features in the Canberra Times, Daily Telegraph, Wollongong Advertiser, Highlands to the Sea , Discover Greater Sydney, Southern Highlands News and NSW Recreation Yearbook.

Coordination of a competition encouraging Southern Highlanders to visit Macarthur. The competition was entitled ‘Win a Day in Macarthur’ and featured in the Southern Highlands News and the Highlands Post newspapers. The competition involved readers answering a question on the Macarthur region and submitting their answer to the newspaper. Three major prizes were awarded.

Strategy 2.3 Develop and promote tourism products and experiences within the region Actions: Actively promoted a number of new local tourism ventures including Studley Park House

Ghost Tours, Macarthur Farm Fresh Tours and High Tea at Infusion Restaurant. Each new venture has been a highlight of a media familiarisation tour and also appeared in various editorial and advertising features.

Strategy 3.2 Form a Tourism Operator Network Actions: Coordination of quarterly local tourism operator meetings providing industry updates and

networking opportunities. Supported the Macarthur BEC and the Macarthur Tourism Cluster’s application for Industry

and Investment NSW Grant Funding. Strategy 5.2 Increase awareness and desire to travel to Macarthur Actions: Successfully obtained Greater Sydney Tourism Partnership Funding. The funding was

utilised to implement a campaign entitled “Visit Macarthur” and entailed the development of a suite of print and digital marketing collateral to promote the Macarthur region to the Wollongong, Illawarra, Southern Highlands and ACT markets. The marketing collateral included a mix of TV advertising with the WIN Illawarra and ACT networks, print advertising and editorial with the Wollongong Advertiser and Canberra Times, plus the development of a tourism DVD and themed vignettes to appear online at www.visitmacarthur.com.au and www.youtube.com

Strategy 5.4 Greater use of the internet and improved search engine optimisation Actions: Content on the Tourism Australia, Tourism NSW and Visit Sydney sites are reviewed and

updated bi-annually via changes made to the State Tourism Data Warehouse. Refreshment of the Visit Macarthur website was completed in January 2010. The website is

now consistent with the current branding design and also includes various functions to make the site more user-friendly.

http://www.visitmacarthur.com.au/

http://www.youtube.com/


Strategy 6.1 Continue to provide quality information and service from the Visitor Information Centre Actions: Publications completed by the Visitor Centre staff include:

o The second edition of the Macarthur Visitor Guide – available from all accredited Visitor Information Centres in NSW, local tourism and accommodation venues and Council customer service counters.

o Macarthur Group Tour Ideas Kit – mailed out to a database of group tour organisers and coach companies in NSW and distributed at relevant trade shows.

o Macarthur School Excursion Ideas Kit – mailed out to a database of primary and secondary schools throughout NSW.

o Macarthur Conference and Weddings Guide – distributed to a Professional Conference Organiser Database and at RSVP trade show.

Group tour bookings continue to be coordinated by Visitor Centre staff at a steady rate. The Macarthur Regional Tourism Strategy and Action Plan 2008 – 2011 plays an essential part in increasing the destinational profile of the region, and ultimate success for tourism within Macarthur. The continued implementation of the actions and review of the plan on an annual basis will assist in the realisation of the key outcomes.


That the information be noted. Committee’s Recommendation: (Rule/Greiss) That the Officer's Recommendation be adopted. CARRIED Council Meeting 14 December 2010 (Lake/Rowell) That the Officer's Recommendation be adopted. Council Resolution Minute Number 246 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 7 December 2010 2.1 Loan To Ingleburn RSL Club & Campbelltown Community Pipes And Drums

2. CORPORATE SUPPORT

2.1 Loan to Ingleburn RSL Club & Campbelltown Community Pipes and Drums

Reporting Officer

Acting Manager Corporate Support

Attachments

Nil

Purpose

To provide Council with information regarding the request from Ingleburn RSL Club and Campbelltown Community Pipes and Drums to extend their current loan facility to $10,000.

Report

For over 20 years Council has provided an advance to Ingleburn RSL Club and Campbelltown Community Pipes and Drums for the purposes of upgrading their equipment. The Ingleburn RSL Club and Campbelltown Community Pipes and Drums have requested that Council once again extend the loan facility to $10,000 consistent with the practice in previous years. Ingleburn RSL Club and Campbelltown Community Pipes and Drums have provided a community service to the people of Campbelltown and regularly perform at Citizenship ceremonies. Council makes a contribution to the band for their performances at such events. The band has always repaid the loan that has been provided by Council. The current balance of the loan facility is $3,350. The band has advised that the advancement of $6,650 is required to outfit new members with Kilts, jackets and other items of uniform and replace worn items for existing members. It is recommended that Council extend the loan facility to Ingleburn RSL Club and Campbelltown Community Pipes and Drums by $6,650.


That Council extend the loan facility to Ingleburn RSL Club and Campbelltown Community Pipes and Drums by $6,650. Committee’s Recommendation: (Rule/Borg) That the Officer's Recommendation be adopted. CARRIED

Corporate Governance Committee Meeting 7 December 2010 2.1 Loan To Ingleburn RSL Club & Campbelltown Community Pipes And Drums

Council Meeting 14 December 2010 (Lake/Rowell) That the Officer's Recommendation be adopted. Council Resolution Minute Number 246 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 7 December 2010 2.2 Rescind Policy - Provision Of Public Telephones In Council Halls And Community Centres

2.2 Rescind Policy - Provision of Public Telephones in Council Halls and Community Centres

Reporting Officer

Acting Manager Corporate Support

Attachments

Policy for the Provision of Public Telephones in Council Halls and Community Centres

Purpose

To rescind a Council Policy that has been identified as no longer required due to changes in technology.

History

In 1992 Council resolved to replace coin operated telephone (Gold Phones) in its halls and community centres with normal toll free hand set telephones (STD) and (ISD) barred.

Report

Council has adopted a Records Management Policy with procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management procedures relating to Policy review. In reviewing the Policy for the Provision of Public Telephones in Council Halls and Community Centres it was identified that over a number of years public use telephone handsets have been removed from the majority of Council halls and community facilities. In removing the telephone handsets consideration had been given to the advent of, and widespread use of mobile phones, the problems encountered in maintaining the handset phones due to vandalism, rental costs and the ability to effectively control usage. As the public handset telephones were initially installed to ensure telephone access during an emergency and given that today, most people carry a mobile phone, it is considered that public telephones are no longer necessary. Accordingly it is recommended that the Policy be rescinded.


That the Provision of Public Telephones in Council Halls and Community Centres be rescinded.

Committee’s Recommendation: (Rule/Borg) That the Officer's Recommendation be adopted. CARRIED


ATTACHMENT 1 Campbelltown City Council Policy Register Policy No

1.3.08

Policy Title Provision of Public Telephones in Council Halls and Community Centres

File No 51565

Related Policies

Section Responsible Administration services

Review Date 31 March 2000

Policy details may change prior to Review Date due to legislative changes, hence printed document details are current as at the stated print date.

Objectives

To determine the most effective type of telephone to install in Council-owned facilities.

Policy Statement 1. That as required Council install normal handset telephones toll free, (STD) and (ISD)

barred, in Council-owned facilities.

2. That a list of emergency telephone numbers be provided adjacent to each telephone.

Policy Documentation

Document Number Document Title

End of Policy Statement Adopted: Date: 5.5.92 Minute No: 145

Last Reviewed: Date: 19.5.98 Minute No: 111

Corporate Governance Committee Meeting 7 December 2010 3.1 Revised Policy - Closure And Sale Of Walkways

3. PROPERTY SERVICES

3.1 Revised Policy - Closure and Sale of Walkways

Reporting Officer

Manager Property Services

Attachments

1. Revised Policy – Closure and Sale of Walkways 2. Policy No 2.1.01 Closure of Pathways off Blind Ended Roads

Purpose

To seek Council’s endorsement for a revised Policy covering the Closure and Sale of Walkways.

History

The revised Policy originally titled “Closure of Pathways off Blind Ended Roads” was adopted by Council on 20 June 1989 and reviewed 30 June 1992. This Policy is due for review in accordance with the Records and Document Management Policy.

Report

The abovementioned Policy has been reviewed in accordance with Council's Record and Document Management Policy. The revised Policy has been updated to comply with current Legislation and Council practices. Changes to the Policy include: Application of Policy to include all walkways not just Blind Ended Roads; A more concise framework concerning responsibility of parties; Establishment of Principles governing walkway closures; Definition of what constitutes a walkway under the Policy.


Summary Council has adopted a Records Management Policy with adopted procedures for Policy development and review. The review of all Council Policies is in accordance with the Records Management Procedures relating to the Policy Review date. The attached Policy is recommended to Council for adoption.


1. That the revised Policy for Closure and Sale of Walkways be adopted. 2. That the Policy review date be set at 1 October 2011. Committee’s Recommendation: (Rule/Borg) That a decision on this item be deferred subject to the provision of further information to the Council meeting to be held 14 December 2010. CARRIED Council Meeting 14 December 2010 (Lake/Rowell) That the Committees Recommendation be adopted. Amendment Kolkman/Rule That the revised Policy for closure and sale of walkways be deferred to be workshopped at a briefing night in early 2011. Won and became the Motion Council Resolution Minute Number 246 That the revised Policy for closure and sale of walkways be deferred to be workshopped at a briefing night in early 2011.


ATTACHMENT 1

POLICY

Policy Title Closure and Sale of Walkways

Related Documentation General Information for Applicants on Proposed Walkway Closure and Sales Procedures

Relevant Legislation/ Corporate Plan

Road Act, 1993 Local Government Act, 1993

Responsible Officer Manager Property

Policy details may change prior to review date due to legislative changes, therefore this document is uncontrolled when printed. Objectives To establish a consistent method and standard approach for the community and Council as to the circumstances under which walkways can be formally closed. To provide an overview to the process required to formally close a walkway, define any subsequent sale process that might stem from the formal closure and articulate the responsibility for all parties involved. Policy Statement Council acknowledges that under certain circumstances the need may arise to consider the closure of a walkway in the best interest of its community. This Policy seeks to ensure that the community is appropriately informed about the rights and obligations of the various parties involved in a walkway closure. Scope This Policy applies to all members of the community seeking walkway closure(s) and all members of staff involved in the consideration of walkway closure applications. Definitions Walkways are typically a dedicated public right of passage connecting public areas such as a right of passage between two roads or a right of passage between a road and park/reserve.


Legislative Context Council has under its control various walkways pursuant to Section 7 (4) of the Roads Act, 1993. Council can under certain circumstances apply to the Minster of Lands to have walkways formally closed pursuant to Part 4 of the Roads Act, 1993. Council has the authority to sell formally closed walkways to the adjoining landowners pursuant to Part 2 of the Local Government Act, 1993. Principles 1. All costs associated with pursuing a walkway closure and sale are to be paid by the

applicant(s). 2. All adjoining owners must indicate their support for a closure in writing to Council. Should

an adjoining owner not agree with a proposed walkway closure Council will not consider an application to close the walkway.

3. In the case where four owners adjoin a walkway, there must be at least two owners willing

to purchase the land, one owner from each end of the walkway for Council to consider an application to close the walkway.

4. Public notification to allow public submission on the proposal and a 3-week closure trial

period will occur prior to the Council considering a report to close and sell a walkway. 5. The Minister for Lands is authorised to formally close walkways through the provisions of

the Road Act, 1993. Council independently has no legislative provision to formally close a walkway and must rely on the Minster for Lands to do so.

6. The effect of a walkway closure is a walkway becomes land, a commodity that can be

purchased by adjoining owners. 7. The relevant Council sections and service authorities will be notified to determine if

easements or service relocations are required to be created upon closure of walkway. 8. An independent real estate valuer determines the sale price of land. 9. Land sold to an adjoining owner is required to be consolidated with the adjoining owners

land through a consolidation survey. The consolidation survey is a requirement of the adjoining owner to whom the land is sold.

10. Applicants should refer to “General Information for Applicants on Proposed Walkway

Closure and Sales Procedures” that articulates the responsibility for all parties involved. Responsibility The application of this Policy is the responsibility of the Manager Property Services.


Effectiveness of this Policy This policy will be reviewed in 3 years to ensure its continuing suitability and effectiveness. Records of reviews shall be maintained.

END OF POLICY STATEMENT

DOCUMENT HISTORY AND VERSION CONTROL RECORD

Contact for inquiries and proposed changes

Name

Position/Section

Contact Number

Version Number Revised Date Authorised Officer Amendment Details


ATTACHMENT 2

Corporate Governance Committee Meeting 7 December 2010 4.1 Investment Report - October 2010

4. FINANCIAL SERVICES

4.1 Investment Report - October 2010

Reporting Officer

Manager Financial Services

Attachments

Investment Portfolio Performance – October 2010

Purpose

To provide a report to Council outlining the investment portfolio performance for October 2010.

Report

Council invests any surplus funds that become available through the financial instrument designated by the Ministerial Order from the Division of Local Government. The Local Government Act, 1993 and the Local Government (General) Regulation 2005 require a monthly investment report be presented to Council. Councils Investment Portfolio as at 31 October 2010 stood at approximately $77m. Funds are currently being managed both by Council staff and Fund Managers and are in accordance with the Local Government Act, 1993, Local Government (General) Regulation 2005 and Councils Investment Policy. Monthly Performance The return for the entire portfolio on an annualised basis was 5.85%. This reflects an out performance of the 90 day bank bill index benchmark which returned 3.83%. Funds directly invested returned 5.93% for the month.

Rolling Year to Date (annualised) Return October

Council Managed Funds 5.32%

Local Government Fixed Out Cash Fund 4.86%

Benchmark: 90 Day Bank Bill Index 4.38%

Council’s portfolio is diversified with 66% in term deposits of varying lengths of maturity which are dependent on market expectations and Councils investment strategy, 18% in floating rate notes which give Council a set margin above either 30 or 90 day bank bills, 15% in Local Government Financial Services managed fund and 1% in a National Australia Bank offset facility.


All investments are placed with Approved Deposit Taking Institutions who meet the eligibility for the government wholesale funding guarantee.

Credit Exposure August

AAA to AA- 65%

A+ to A 22%

A- to BBB- 9%

Other Approved Deposit Taking Institutions 4%

Economic Outlook On 3 November 2010, the Reserve Bank of Australia Board determined to raise the cash rate by 25 basis points to 4.75%. The Reserve Bank of Australia statement observed that the global economy has grown but will probably ease back to a suitable level over the coming year. They did note that while credit growth and public spending has reduced, the increase in the terms of trade that is strengthening national income is likely to lead to increased private spending. The need for a modest tightening bias of monetary policy will still be required if inflation increases as the Reserve Bank of Australia predicts. Councils investment portfolio continues to outperform the benchmark of the 90 day bank bill index. The recently published Local Government Investment Guideline leaves little scope for the enhancement of Council's investment portfolio with the various investment products being offered. However, to enhance the portfolio, advantage is taken on the length of maturity of the investment given the rating of the institution and the guarantee of the Federal Government for investments placed with Approved Deposit Taking Institutions. Regular liaison with Councils external financial advisor, Spectra Financial Services, assists in monitoring all of the risk factors to maximise Councils return on the investment portfolio while minimising the risk associated with this strategy.


That the information be noted. Committee’s Recommendation: (Greiss/Rule) That the Officer's Recommendation be adopted. CARRIED Council Meeting 14 December 2010 (Lake/Rowell) That the Officer's Recommendation be adopted. Council Resolution Minute Number 246 That the Officer's Recommendation be adopted.


ATTACHMENT 1

Corporate Governance Committee Meeting 7 December 2010 4.2 Monthly Rates Summary - October 2010

4.2 Monthly Rates Summary - October 2010

Reporting Officer


Attachments

1. Monthly Rates Summary 2. Actual to Budget Result 3. Rates Statistics

Purpose

To provide Council with an update on the collection of rates and charges together with a comparative budget to actual financial result for the month ending 31 October 2010.

Report

Rates and charges levied up to 31 October totalled $74,673,175, representing 99% of the estimated budget for the year. Receipts collected to the end of October totalled $27,379,535. In percentage terms this amount represents 35% of all rates and charges due to be paid. In comparison, the amount collected for the same period last year was 36%. The November quarterly rate instalment notices were issued on 13 October 2010 to 41,522 ratepayers representing an increase of 438 from the 41,084 issued last year. A Festival of Fishers Ghost information leaflet was included with the instalment mail out. Ratepayers continue to receive their annual and instalment notices via email with 877 instalment notices delivered electronically. Debt recovery action during the month involved the issue of 239 Statement of Claims to ratepayers who had either failed to maintain arrangements or had not responded to previous correspondence. In addition 107 Writs were served on ratepayers who failed to respond to the Statement of Claim. Ratepayers who have purchased property since the annual notices were issued have been issued a 'Notice to New Owner' letter. This letter advises ratepayers the annual amount levied and any balance unpaid since settlement occurred. During October, 40 of these notices were sent to ratepayers.



That the information be noted. Committee’s Recommendation: (Rule/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 14 December 2010 (Lake/Rowell) That the Officer's Recommendation be adopted. Council Resolution Minute Number 246 That the Officer's Recommendation be adopted.


ATTACHMENT 1


ATTACHMENT 2


ATTACHMENT 3

Corporate Governance Committee Meeting 7 December 2010 4.3 Sundry Debtors Report - October 2010

4.3 Sundry Debtors Report - October 2010

Reporting Officer


Attachments

1. Debtors Summary 2. Ageing of Sundry debts – October 2010

Purpose

To provide a report detailing the amount outstanding by type and age for sundry and miscellaneous debts for the period ending 31 October 2010.

Report

Debts outstanding to Council as at 31 October 2010 were $2,365,841 reflecting an increase of $52,325 since 30 September 2010. The ratio of outstanding debts to current invoices has increased from 28% in September to the current level of 35%. This debtor management ratio is a measure of the effectiveness of recovery efforts, however is impacted by Council policies as well as economic and social conditions. During the period, 624 invoices were raised totalling $647,049 and of these, the most significant have been in the following areas: Corporate Administration – $209,885 The main invoices relate to:

Roads and Traffic Authority of NSW – Landscaping of the Campbelltown Road intersection

$56,277

Australian Rail Track Corporation Ltd – Occupation fees $54,601

Landcom – Contribution to Minto Live 2010 $27,500

University of Western Sydney – Student training at various childcare centres $12,583

Nine Network Australia – Festival of Fishers Ghost 2010 sponsorship $8,800

Friends of Campbelltown Arts Centre – Fishers Ghost 2010 sponsorship $6,600

Arts Centre Cafe – Recovery of 2009/2010 outgoings as per contract $4,835

Camden Council – Share of Regional waste contract share of legal costs and office supplies for RFS

$4,281

Campbelltown Catholic Club – Fishers Ghost 2010 sponsorship $3,300


Government and other Grants - $127,600 The main invoices relate to:

Australian Council for the Arts – Grants for Edge of Elsewhere, Phase two of Creative Communities Partnership Initiative

$110,000

Roads and Traffic Authority of NSW – Log book project, Bike Week and Choose Right Buckle Right

$17,600

Land and Building Rentals - $69,553 The main invoices relate to:

Aldi Stores – Macquarie Fields $20,277

Glenquarie Hotel Pty Ltd – Glenquarie Shopping Centre – Macquarie Fields $18,392

Caltex Service Station – Macquarie Fields $13,842

Mycorp Group Pty Ltd – BP Petrol Station – Macquarie Fields $12,319 Road and Footpath Restoration - $55,227 The main invoices relate to:

Sydney Water Corporation – Road restorations on various roads within the Local Government Area

$47,249

Westside Underground Power Pty Ltd $5,682 Receipts to the value of $594,724 have been received during the period, the most notable in the following areas:

Corporate Administration $155,235

Sportsground and Field Hire $81,760

Land and Building Rentals $81,686

Government and other Grants $80,000 Council Officers continue to provide assistance to debtors experiencing difficulties in paying their accounts. Debtors are encouraged to clear their outstanding debts through regular payments where possible to avoid any further recovery action.


Debts exceeding 90 days of age totalled $425,793 as at 31 October 2010. The major invoices relating to this balance include: Roads and Traffic Authority of NSW – F5 Pedestrian/Cyclist Overbridge at Claymore Final Instalment. Payment was made in full on 15 November 2010.

$66,000

Sydney Water Corporation – Road Restorations at various locations within the Local Government Area. Partial payment received with the debt to be finalised in December 2010.

$41,758

Campbelltown Golf Club Limited - Land rates for 2009/10. Arrangement has been made to finalise the account in full once membership income has been received and the Clubs amalgamation arrangements have been finalised.

$38,889

Campbelltown Golf Club Limited – Lease of land owned by Council. Arrangement has been made to finalise the account in full once membership income has been received and the Clubs amalgamation arrangements have been finalised.

$26,596

Debtor 68316.9 - Retaining Wall between Lot 1451 DP 703487 2 & 4 Brownlow Pl Ambarvale. Debtor has made arrangement to make monthly payments of $450.

$33,557

Department of Premier and Cabinet – Pension Subsidy Claim for rates and waste. Payment is expected by the end of November 2010.

$31,740

Department of Housing – Mowing in various areas in the Local Government Area. 7 day letter issued 5 October 2010, payment is expected in November 2010.

$20,866

Campbelltown and District Softball Association - Contribution to Milton Park Playing Softball Complex. Advised debt will be finalised at the maturity of a term deposit.

$13,165

East Campbelltown Eagles JRLFC – Contribution towards Waminda Oval grandstand and hire of Campbelltown Sports Stadium for the ‘Bundaberg Reg Cup’. Payment of $9,625.00 received 9 November 2010. Arrangement has been made to pay $900 per month to finalise debt.

$11,383

St Mary’s Eagle Vale Soccer Club – Sportsground hire, electricity, waste and security charges. Arrangement has been made to pay $2,000 bi-monthly. Payment of $2,000 received 18 November 2010.

$7,531

Debtor 67360.8 - Contractor Costs at Dandar Place Bradbury, Demolition & Ground Reconstruction Works. Listed as property related debt.

$6,690

Camden District Cricket Association – Arrangement has been made to finalise the debt in November 2010.

$6,017

During the month, 30 accounts progressed to recovery action. The defaulting debtors were issued a letter of demand on Councils letterhead advising that if the account was not settled or an appropriate arrangement was not made, the account will escalate to formal legal action through Council’s agents. Two accounts progressed to the first stage of legal recovery action, one for an unpaid compliance order and one for unpaid licence fee. The defaulting debtors were issued a Letter of Demand by Councils agents, Executive Collections advising that if the account was not settled or an appropriate arrangement was not made their account may be escalated to Statement of Liquidation Claim. Council’s agents were instructed to proceed with two Statement of Liquidation Claims, one being for outstanding Shop Licence inspection fee and the other for a Clean-up compliance order.


In addition, three accounts were escalated to formal recovery through the courts via Statement of Claim, one Examination Order being for unpaid hall hire clean-up costs, and two Writs, one for repair costs to Henderson Bridge and the other for unpaid licence fees.


That the information be noted. Committee’s Recommendation: (Greiss/Borg) That the Officer's Recommendation be adopted. CARRIED Council Meeting 14 December 2010 (Lake/Rowell) That the Officer's Recommendation be adopted. Council Resolution Minute Number 246 That the Officer's Recommendation be adopted.


ATTACHMENT 1


ATTACHMENT 2

Corporate Governance Committee Meeting 7 December 2010 4.4 Budget Review Financial Statement As At 30 September 2010

4.4 Budget Review Financial Statement as at 30 September 2010

Reporting Officer


Attachments

First Quarter Financial Statement Summary (distributed under separate cover)

Purpose

A quarterly financial review has been conducted on the original income and expenditure estimates presented in the 2010/11 budget. The adjustments relating to the review of original budget allocations are presented for Council's consideration.

Report

In accordance with Clause 203 of the Local Government (General) Regulations 2005, the responsible accounting officer is required to conduct a quarterly review of income and expenditure estimates and submit a report to Council. The budget review statement must also include an opinion of the responsible accounting officer concerning the financial position of Council. This report provides an overview of the results of the financial review for the quarter ended 30 September 2010. In June 2010, Council adopted a balanced budget for 2010/11. In this review the budgeted surplus has been increased to $250,000 resulting from a favourable Financial Assistance Grant adjustment. The recommended movements relating to income and expenditure are summarised in the attachment and details of major items greater than $20,000 are listed in the body of this report for Council's consideration. Council's current budget position is as follows:

Total projected expenditure on present trends $150,993,981

Total projected income on present trends $151,243,981

Projected surplus/(deficit) as indicated in the original budget for the year $250,000 In the July to September quarter, Council considered a number of reports that either require an adjustment to budget estimates or requested that consideration be given to funding programs. The recommendations from these reports have been included in this review.


The following major items are detailed with corresponding adjustments recommended following the completion of the first quarter financial review: Executive Services (1010) - $35,000 increase in expenditure Legal advice has been required on matters that were not anticipated when the original budget was prepared. This allocation funds the expenditure to date. Council Website (3242) - $35,900 increase in expenditure As recommended to Council previously, it is intended to appoint a Website Officer to perform the maintenance and upkeep of Council’s website. This allocation has been funded from the additional Financial Assistance Grant in this general purpose component. Campbelltown Airds Indoor Sports Centre (1915) - $35,100 increase in expenditure When the original budget was prepared it was anticipated that the Indoor Centre would be handed over to Housing NSW by the end of this calendar year, as such only half a year of funding was allocated. The handover is yet to happen and these additional funds will enable the ongoing operation of the centre until the handover occurs later in the financial year. Arts Centre – General Projects (1800) - $100,000 increase in income The Arts Centre receives a triennial grant of $250,000 per year. When the original budget was prepared this had not been confirmed and a conservative amount was allowed for in the budget. This adjustment allows for the additional funds received and has been allocated to the ongoing River Project and additional art programs. Assets and Supply Services (2300) - $51,000 increase in expenditure As recommended to Council previously, it is intended to appoint two Contracts Officers who will be engaged in contract management and administration. The need for these positions was highlighted in a recent independent review of the contracts section. This allocation has been funded from the additional Financial Assistance Grant and also partially offset by vacancies. Ongoing funding will be required in future budgets. Major Works Program (3050) - $250,000 increase in expenditure Funds have been allocated to allow additional local road works, including footpath construction. This addition to the Major Works Program will allow new works to commence and has been funded from the additional Financial Assistance Grant received. Campbelltown Sports Ground (2505) - $75,000 increase in expenditure In the Community Services Committee Meeting of 20 July 2010, Council requested to consider funding the replacement of the Campbelltown Sports Stadium’s irrigation system. In this review an amount of $75,000 has been identified from the Sports Stadium reserve which is currently available to fund the works.


Property Development (2960) - $40,000 increase in expenditure Legal advice has been required on matters that were not anticipated when the original budget was prepared. The expenditure relates to property development works and will be funded from the Development Reserve. Employee Leave Entitlements (3395) - $100,000 increase in expenditure Each year Council sets aside funds in a reserve for the leave entitlements due when an employee leaves Council. As the average age of Council’s work force grows it has been necessary to place additional funds in the reserve. This allocation has been funded from the additional Financial Assistance Grant received. Financial Assistance Grant-General Purpose (3380) - $758,100 increase in income Financial Assistance Grant-Roads (2285) - $77,300 increase in income As reported to Council in the Corporate Governance Committee Meeting of 9 November 2010, The Financial Assistance Grant received was greater than anticipated in the 2010/11 budget. The roads component has been added to the Urban Road Reconstruction Program to supplement scheduled works. The general purpose component has been used to create a budgeted surplus of $250,000, allow for additional Local Roads and footpath works, increase the Employee Leave Entitlements Reserve, fund the operations of the Campbelltown Airds Indoor Sports Centre until the end of June 2011, and allow for the creation of three new positions (two contracts administrators and a website officer). Summary It has been an ongoing objective of Council to return a surplus budget in order to increase the Current Ratio. A favourable adjustment to the Financial Assistance Grant in this review has enabled this to be achieved in the 2010/11 revised budget. While the economic indicators have seen an improvement of late, the recovery has not impacted significantly on areas such as interest on investments and development income. The ongoing increases in State Government charges as well as increases in energy costs, places additional pressure on retaining our improved financial position. Every effort will be made to maintain the budget surplus in the future. The 2010/11 results continue to support Council’s sound financial position. During 2010/11 Council will review its Financial Strategy in line with the development of the ten year, Long Term Financial Plan and determine the most appropriate and financially responsible action for future periods.


That the adjustments recommended in the Financial Statement Summary as a result of conducting the September Budget Review be adopted. Committee’s Recommendation: (Rule/Borg) That the Officer's Recommendation be adopted. CARRIED

Corporate Governance Committee Meeting 7 December 2010 5.1 Quarterly Report Against The 2010/13 Management Plan - November 2010

5. BUSINESS ASSURANCE

5.1 Quarterly Report Against the 2010/13 Management Plan - November 2010

Reporting Officer

Manager Business Assurance

Attachments

Campbelltown City Council 2010/13 Management Plan Quarterly review July - September 2010 (Distributed under separate cover).

Purpose

To advise Council of the progress in undertaking the significant projects detailed in the 2010/13 Management Plan.

History

It is a requirement of the Local Government Act 1993, that Council receive a quarterly report against the activities in the Management Plan.

Report

In 2010, Council adopted a new 2010/13 Management Plan. The Management Plan outlines the services, functions and projects that Council will undertake during 2010/13. The report against the plan has been revised to make it more meaningful and easy to read. This report is the first in the new format and reports against only the projects outlined in the plan. This is similar to the previous reporting structure. Future reports will include information about Council’s services, functions, projects and Corporate Performance Indicators as we develop the reporting framework to accommodate this new level of reporting. The report provided is a summary of the first quarter progress for the significant projects outlined in the 2010/13 Management Plan.

Corporate Governance Committee Meeting 7 December 2010 5.1 Quarterly Report Against The 2010/13 Management Plan - November 2010

In summary most projects are on track with a small number of projects requiring close monitoring. These include:

Uppers Georges River Urban Sustainability Project Upgrade to Macquarie Fields Swimming Centre Open space and community facilities review Upgrade to Campbelltown Swimming Centre Development of an event induction package Leumeah pedestrian bridge


That the information be noted. Committee’s Recommendation: (Greiss/Rule) That the Officer's Recommendation be adopted. CARRIED Council Meeting 14 December 2010 (Lake/Rowell) That the Officer's Recommendation be adopted. Council Resolution Minute Number 246 That the Officer's Recommendation be adopted.

Corporate Governance Committee Meeting 7 December 2010 21.1 Grant Of Easement For RTA Noise Wall, Raby

6. HUMAN RESOURCES


7. INFORMATION MANAGEMENT AND TECHNOLOGY


8. CUSTOMER SERVICES


9. GENERAL BUSINESS

Nil. Confidentiality Motion: (Rule/Borg) Due to the confidential nature of the business and the Committee's opinion that the public proceedings of the Committee would be prejudicial to the public interest, the Committee in accordance with Section 10 of the Local Government Act 1993 resolves to exclude the public from the meeting during discussions on this item. CARRIED

21. CONFIDENTIAL ITEMS

21.1 Grant of Easement for RTA Noise Wall, Raby

Reason for Confidentiality

This report is CONFIDENTIAL in accordance with Section 10A(2)(c) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: -

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business

Corporate Governance Committee Meeting 7 December 2010 21.2 Drainage Easement - Glenfield Road, Glenfield

21.2 Drainage Easement - Glenfield Road, Glenfield

Reason for Confidentiality

This report is CONFIDENTIAL in accordance with Section 10A(2)(c) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: -

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business

There being no further business the meeting closed at 5.42pm. P Lake CHAIRPERSON

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